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How to Build a Better Tenant-Landlord Relationship

September 15, 2020

A landlord who takes the time to establish good tenant-landlord relationships won’t have any trouble getting good renters who want to stay. So what's the secret?

tenant landlord relationship old book plate photo
You might think a landlord’s business is all about buildings. But it’s really about people. And while the relationship between landlords and tenants is an interpersonal one, it is also wrapped up in the legal contract established with the lease. Landlords need to find a good balance between friendly and professional when dealing with their renters.

Landlords and tenants don’t need to be best friends, but there must be respect and cooperation on both sides. How well the two get along matters more than you might think. A good relationship makes the environment pleasant for everyone—the landlord, the tenant, and even the neighbors. Tenants who get along well with the building owner tend to care more about taking good care of the space. On the flip side, disagreements and conflict might make them more likely to break rules or mistreat the property.

The most important thing a property owner can get from a positive relationship is good tenants who stay. But complaints about the landlord are often the reason renters choose to move. Here are some tips to make sure your tenant-landlord relationship gets off on the right foot—and stays that way.

Choose Tenants Carefully

The foundation for a healthy tenant-landlord relationship begins before the tenant even moves in. A thorough screening process is essential to help weed out potentially bad tenants. There’s no guarantee that someone with impeccable credit and great references will be a good tenant. Their relationship with the landlord can still go sour. But choosing wisely (while following all fair-housing and non-discrimination laws, of course) can place people who “fit” the property and who are most likely to get along with the landlord and the neighbors.

Avoid Conflict By Setting Clear Expectations

Clarity about the rights and responsibilities of both the tenant and the landlord starts with a good lease. A lease that goes beyond the basic information to lay out the expectations for both parties can avoid confusion and misinterpretation of the rules. For example, some tenants may decide to make modifications like painting, removing carpet, or hanging shelves without first getting the landlord’s approval. Including detailed expectations in the lease will make clear what is and isn’t allowed. The same is true for policies regarding pets, quiet hours, subletting, etc. If rules are broken, the landlord has legal recourse—if it’s in the lease. Likewise, the tenant’s rights are protected if the landlord doesn’t hold up their end of the agreement.

Get to Know Your Tenants, But Know Your Boundaries

As the old saying goes, you catch more flies with honey than vinegar. Being friendly and welcoming goes a long way to build a good relationship between a landlord and a new tenant. Be careful not to pry or get too personal, but a bit of small talk can help a landlord get to know his or her tenants. They might share a bit about their family, job, or hobbies. Remembering these small details can provide insight—and something to chat about in the future. But don’t overdo it! Showing too much interest and asking too many personal questions can come across as nosy or even worse—creepy.


To keep a good tenant-landlord relationship, respect tenants’ privacy, and keep your personal opinions to yourself. Giving unsolicited advice about the company your tenant keeps or wondering aloud how they can afford the new car when their rent is sometimes late, is intrusive and will do nothing for the relationship. Remember that unless they are breaking the law, violating the lease, or someone is in danger, your tenant’s personal life is none of your business.

Share Your Knowledge

Whenever you can provide helpful information, it helps build a better tenant-landlord relationship. New renters especially will appreciate learning details about the building and the neighborhood. Let them know when the laundry room is busiest or the best times to find nearby street parking. And sure, they can find the nearest grocery store or pharmacy on their phone. But you can offer restaurant recommendations or first-hand intel about which local dry cleaner or mechanic you think does the best job.

Keep Communication Flowing

contract negotiation with tenant open line of communication needed

Keeping the lines of communication helps the tenant-landlord relationship. Tenants need to know the best way to reach the landlord. If the landlord has a preference (phone, text, email) they should make that known, along with a separate way to report emergencies, if there is one. The method of communication isn’t important. It just needs to be easy and effective for the tenant.


Explain the proper procedure for reporting maintenance issues. Responding to requests right away, even if the work can’t be done immediately, can help build the tenant-landlord relationship. There’s nothing more frustrating to a tenant than wondering if their message was received and if and when the issue will be resolved. 


Landlords can get frustrated, too, if they’re not informed of problems right away. Make sure there is an established process for reporting issues. If tenants feel their requests are ignored, or they are accused of causing the problem, they may be hesitant to say anything. Remember that maintenance and repairs are part of building management and don’t blame tenants for normal wear and tear or unintentional damage. 


A few days or a week after a repair is made, some follow-up communication helps to cement the relationship. Check in to see if everything is working well again. Tenants will appreciate the opportunity to let you know if something still needs attention.


Unless it’s an emergency, laws often require landlords to give a certain amount of notice before entering a tenant’s dwelling for repairs or maintenance. Failure to follow these rules is not only illegal but a breach of trust. And nothing will erode a relationship faster. 



Things that will impact tenants directly, such as an upcoming rent increase, should be communicated as soon as possible and not sprung upon them. A thoughtful and considerate landlord will inform tenants about other matters as well. For example, giving some warning before construction on the property, that the pool will be closed for a few days, or that there will be new hallway lighting installed, can build a sense of community by helping tenants feel informed about what’s going on.

Honesty is the Best Policy

Even if the news isn’t what a tenant wants to hear, honesty can help the tenant-landlord relationship. If a repair can’t be completed right away, explain why, and give them a realistic date when it will be done. Let them know, for example, if you’re waiting on a permit, a backordered piece of equipment, or if there are several other tenant issues ahead of them on the list. And obviously, emergency issues will be your highest priority.


As the promised “done” date approaches, be sure to communicate any further delays. Sincere, straightforward answers to their concerns will show that a landlord is someone who can be trusted and will earn them credibility.

Security, Safety, and Proactive Maintenance

Tenants appreciate a landlord who cares about the safety and security of the premises. Well-lit grounds, good locks, a working intercom system, and walkways cleared of snow and ice are a few ways to build the tenant-landlord relationship. Fixing things like wobbly banisters or buckled carpet as soon as they’re noticed will prevent accidents and show residents they’re being cared for.


Proactive, preventative maintenance plays a big part too. The best landlords anticipate the needs of a building and its tenants. Not only is it good for tenant-landlord relations, but it can also save money on future repairs. Keeping a schedule, for example, to inspect and repair various aspects of the building on a regular basis rather than waiting for things to break is a good idea.

Getting Help with Tenant Relations

A landlord who takes the time to establish good tenant-landlord relationships won’t have any trouble getting good renters who want to stay. The secret is to be compassionate but firm and keep in mind the rights and responsibilities of both parties.


Relationships between tenants and landlords can be tricky, though, and not everyone is cut out to deal with the range of personalities encountered in a community of renters. In that case, a professional leasing and management company can be a great option. Property managers like Select Leasing & Management have years of experience dealing with all types of tenants and every situation imaginable. Consider hiring an expert to build a better tenant-landlord relationship for you.



Cover Image by fizkes by Canva.com

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As a Landlord, you can’t just “trust your gut” when it comes to letting a new tenant move into a rental unit. Some type of tenant background check is necessary to ensure the person is who they say they are, can pay rent, and won’t cause trouble or property damage. While there is no guarantee that someone will be a good renter or a bad one, a thorough screening process can help improve the odds. It’s also helpful to dig a little deeper than the usual questions for things landlords frequently forget, or that might be missed in a background check. The Importance of Tenant Screening Owning rental property is a business, and profits depend on collecting rent, minimizing expenses, and maintaining the investment’s value. Simply put, finding good tenants with tenant background checks is a wise business decision. Saying “yes” to the wrong person can cause property owners a lot of problems, like: Unstable finances due to unpaid or chronically late rent Increased maintenance, repair, and cleaning if tenants mistreat the property Losing good tenants driven out by a neighbor’s disruption Safety concerns and potential premises liability due to criminal behavior Legal fees if eviction proceedings are necessary The consequences of not doing background checks are far worse than the time and money it takes to do them in the first place. Ground Rules for a Tenant Background Check The U.S. Department of Housing and Urban Development’s Fair Housing Act makes it illegal to turn down applicants for the following: Race Color National Origin Religion Sex (including gender identity and sexual orientation) Familial Status Disability Not only is it against the law to even ask about these factors, but they have nothing to do with whether someone will be a good or bad tenant . Far more important information can be learned from a credit check, a criminal background check, and an application that asks for meaningful information about the applicant’s rental history. Landlords are within their rights to ask for the following: Employment and salary history Current income Social security number Driver’s license number Past evictions Credit history and bankruptcies Arrests, convictions, and inclusion on the sex offender list References Nothing prevents a person from lying about something on this list, but the information will be included in formal screenings. Inconsistencies in what’s written on the application and what comes to light with a background check are enough to justify turning down the application.  Landlords must get written consent to do tenant background checks for both criminal history and credit scores. An applicant’s refusal to give permission is itself a red flag that the person may have something to hide. Property owners are allowed to make background checks a requirement to consider an application . Things Landlords Frequently Forget to Ask During Screening Along with the standard background information listed above, there are some other things landlords can look into that can be helpful in making a rental decision. These topics can be added to the application so the answers are in writing. As long as all applicants are asked the same questions, they are not discriminatory. 1. What are the names of all occupants? There are several reasons why knowing exactly who will be living in the rental unit is important. Ideally, all adults should be included in the lease. This way, roommates, partners, and adult children can all be screened for criminal histories and red-flag behavior. It might seem trivial, but a follow-up question asking how many vehicles will be on the premises could be relevant if parking space is limited. Some leases include occupancy limits , either due to local laws or the landlord’s preference. This is another reason to ask for the names of both full-time and part-time occupants. Perhaps a tenant is the only full-time resident but has custody of several children on weekends or for the summer. Renting to them could violate the lease or Missouri housing standards . 2. Have you ever broken a lease or been asked to move? Evictions are usually a last resort, so the standard question about past evictions may not give a landlord enough information. Asking these questions instead can be revealing. A past landlord may have given warnings and threatened to evict someone, but the tenant moved before they had to follow through. Likewise, a tenant may have stopped paying rent and left before their lease expired. Either situation is a red flag. These questions can open a discussion to see if there is a reasonable explanation. 3. What is the status of prior arrests or convictions? Everyone deserves a place to live, including those with a criminal past. Past arrests or convictions might come up for people who otherwise might be great tenants. What’s often missed in a background check is how their case was resolved or their current status. Probing into the nature and seriousness of the crime and how long ago it occurred can tell a lot. Was it a misdemeanor or a felony? Is the case resolved or has it not yet gone to trial? Can a parole officer vouch for you if they were incarcerated? Are you in rehab or otherwise working toward rehabilitation? Are you in the National Sex Offender Registry? Remember, people can be arrested for many things but are innocent until proven guilty. And even if found guilty, they may have paid their debt to society. Unless you choose to adopt a zero-tolerance policy (which is perfectly acceptable), having these conversations is helpful. Consider, too, that an applicant who is open about their past and tells you what you will learn from a background check, may be worth a second look.
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